Our client, a boutique private equity firm, is seeking an experienced Executive Assistant. The EA will be responsible for providing administrative support to 2 senior professionals and 3-4 additional professionals. This position allows for the individual to interface with all areas of the business and requires exceptional communication and organizational skills, a positive and professional personality, very strong attention to detail, and a proactive work style.
CLIENT: Private Equity
POSITION: Executive Assistant
SALARY: $100-125K DOE + Benefits + Bonus
HOURS: 9am – 5:30pm with some flexibility as needed (in office 4x week)
LOCATION: New York, NY
DEGREE: Required
Responsibilities of the Executive Assistant:
-Phones: will act as main point of contact for clients; screening and answering calls appropriately.
-Calendar management: manage and monitor professionals’ calendars
-Meeting coordination: coordinate in-house and external meetings; arrange for catering; register guests; arrange IT resources; dinner reservations
-Travel coordination: schedule all domestic and international travel and transportation for professionals through company travel agency, as needed. Includes air, ground, train, lodging, visas, foreign currency, creating itineraries, etc.
-Contact lists: will maintain/input all contacts for assigned professionals
-Expense reporting: complete monthly expense processing for all professionals
-Production management: presentation book preparation including photocopying, scanning and binding as required for the professionals supported
-Back-up responsibilities: perform back-up responsibilities for other executive assistants for lunch coverage, vacation time and absences
-Maintain efficient filing system to ensure reports, invoices, correspondence and financial documentation is maintained and readily available
-Assist with internal office moves, as needed
-Assist with meeting overflow including submitting professionals’ guests into building engine for security access, greeting clients, or conference room set- up and break down, as needed
-Understand A/V equipment and conference systems and liaising with the receptionist and IT on troubleshooting
-Provide assistance with local errands (meeting materials, post office, lunch, etc.)
Requirements of the Executive Assistant:
-Bachelor’s degree required
-5+ years of experience in an Administrative/Professional support function, financial services industry experience strongly preferred
-Strong understanding of the processes, policies, and procedures required to support a team of professionals in the financial services industry
-Detail-oriented, well-organized and proactive in nature
-Exceptional written and verbal communication skills
-Proficient PC skills (MS Office: Excel, Word, PowerPoint and Outlook; Adobe)
-Strong time-management skills with ability to multi-task and accomplish a multitude of projects and tasks, often with conflicting priorities and timelines
-Client-service oriented with strong discretion and ability to deal with highly-confidential information on a day-to-day basis
-Ability to interact with clients in a professional and courteous manner and to develop and leverage professional working relationships
-Ability to recognize and respond appropriately to business-related issues in a timely manner
